Alternate formats
Whaikaha manages the all-of-government process for creating alternate formats.
An overview of alternate formats
Alternate formats are different ways to present information. Alternate formats change written information into a different format so that everyone can access and use it.
Alternate formats benefit:
- disabled people
- people who speak English as a second language
- people with temporary disabilities
- others who find information in a different format easier.
There are 5 alternate formats:
- audio
- Braille
- Easy Read
- large print
- New Zealand Sign Language (NZSL).
The importance of alternate formats
For many people, alternate formats are the only way to access information.
Alternate formats give disabled people equal access to information, so everyone in New Zealand can participate fully. They help remove barriers and promote inclusion, as set out in the United Nations Convention on the Rights of Persons with Disabilities.
Accessibility means disabled people can access information with the same ease and dignity as everyone else. It supports equity, inclusion, and participation.
We recommend you provide information in all formats, because people access information in different ways. This helps your information reach the widest possible audience, making sure it is usable and accessible for everyone who needs it.
Information that should be in alternate formats
Provide alternate formats for information that:
- is aimed at disabled people or has a significant impact on disabled people, their families, or whānau
- is needed so people can take part in everyday civic duties, such as voting or paying tax
- is needed to:
- make an informed decision
- receive payments or access services, such as applying for a benefit or housing assistance
- is personal or confidential, such as medical or financial information
- could lead to legal consequences or loss of rights if not acted on, such as census or voting information
- seeks a response from the public, such as consultation documents
- a disabled person has asked for in a specific format.
Providing these types of information in alternate formats helps everyone stay informed and confidently engage in the decisions and responsibilities that affect their everyday lives.
The 5 alternate formats
Audio
Audio is a word-for-word recording of a document in MP3 format. It can be recorded by a human narrator or created using a synthetic voice.
Audio is used by blind people and by people with print disabilities. A print disability includes any condition that makes it hard or impossible to read standard print, such as low vision, dyslexia, or difficulty processing written information.
Audio also supports people who simply prefer listening to information.
Braille
Braille is a tactile code, not a language. It is produced word-for-word and read by blind people using their fingers, either on printed Braille or on a refreshable Braille display.
Braille is usually provided as an electronic .BRF file.
Easy Read
Easy Read is not a word-for-word translation. It uses short sentences and pictures to explain ideas in plain language.
Easy Read makes written information easier to understand for people with learning disabilities.
Easy Read can also help people who find standard written information hard to understand, such as English language learners, people with low literacy, and some Deaf or older people.
Large print
Large print is a word-for-word version of a document that is designed to be easier to see and read. It uses a larger font size (usually 18-point or more).
Large print follows clear print rules so the text is readable for people with low vision or anyone who finds standard print hard to read.
New Zealand Sign Language (NZSL)
NZSL is an official language of New Zealand. NZSL is not a word-for-word translation. It has its own vocabulary and grammar structure.
NZSL is completely visual and uses movement, so it must be provided as a video.
NZSL videos are used by Deaf people and by hearing people, including family, friends, and NZSL interpreters.